Active Sports Events Ltd provides The Cotswold Big Swim Series. Our registered address is: 8 Tinkers Field, Royal Wootton Bassett, Wiltshire, SN48AE. 

This privacy notice provides you with details of how we collect and process your personal data through your use of our website and any information you provide through our site when purchasing a product or service we offer. Personal data means any information capable of identifying an individual. It does not include anonymised data.


We may process certain types of personal data about you as follows: 


Identity Data may include your first name, maiden name, last name, username, marital status, title, date of birth and gender.

Contact Data may include your billing address, delivery address, email address and telephone numbers.

Financial Data may include your bank account and payment card details. We do not store any payment information, this is done through a 3rd party (Paypal). 

Transaction Data may include details about payments between us and other details of purchases made by you.

Technical Data may include your login data, internet protocol addresses, browser type and version, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access this site.

Profile Data may include your username and password, purchases or orders, your interests, preferences, feedback and survey responses.

Usage Data may include information about how you use our website, products and services.

Marketing and Communications Data may include your preferences in receiving marketing communications from us and our third parties and your communication preferences.

Race Specific Data may include video and photography and details of races you have entered and completion times.


We may also process Aggregated Data from your personal data but this data does not reveal your identity and as such in itself is not personal data. An example of this is where we review your Usage Data to work out the percentage of website users using a specific feature of our site. If we link the Aggregated Data with your personal data so that you can be identified from it, then it is treated as personal data.


Sensitive Data we need to collect details about any existing medical conditions that you have in order to ensure that we can inform emergency services should you require medical assistance during a sporting event that you are taking part in. This is considered sensitive data and we require your explicit consent for processing this data. There is a check box on all entry forms to confirm your consent. 


Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver goods or services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time.


How do we collect your data?

We collect data about you through a variety of different methods including:

Direct interactions: You may provide data by filling in forms on our site or by communicating with us by phone, email or otherwise, including when you:

order our products or services;

enter a competition, prize draw, promotion or survey; or

give us feedback.


Automated technologies or interactions: As you use our site, we may automatically collect Technical Data about your equipment, browsing actions and usage patterns. We collect this data by using cookies, server logs and similar technologies. 


How do we use your personal data?

We will only use your personal data when legally permitted. The most common uses of your personal data are: 

Where we need to perform the contract between us.

Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

Where we need to comply with a legal or regulatory obligation.

When you have consented to receiving marketing emails or text messages.       


Who do we share your data with?

We will never sell or share your data for profit.

There are some partners that we work with to allow us to provide our services and your data will be shared with them. Below are details of who those partners are and why we need to share your data: 


We use a third party called MailChimp to send out and track responses to our emails. Please see their privacy policy here.

DB Max – our preferred timing service, they will need information to upload and track your race times. 

We partner with Wufoo to provide the event registration elements of our website where we capture your purchase details.

Paypal – Paypal operate as our financial function and will hold/store your information if you choose. 

MailChimp and YouTube store personal data outside of the EEA however they are signed up to Privacy Shield which is a framework to provide companies with a mechanism to comply with European Data protection requirements when transferring and storing personal data in the United States.


We require these partners to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.


How long will you keep my personal data?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.


You can unsubscribe by emailing ciaran@activesportsevents.co.uk or clicking the unsubscribe link on the bottom of every email. 

If you have participated in an event where DB Max have provided the race results your personal data and race times will be displayed on both our and their website unless you request to have them removed. You can make a request for removal by emailing ciaran@activesportsevents.co.uk


How do I access my personal data?

You are entitled to view, amend or delete any personal data that we hold about you. To do this or for any queries about your data please contact ciaran@activesportsevents.co.uk. 


We may, from time to time, update this policy if the services we offer on our website change, or how and what personal data we collect, store and process changes or if there are any changes to the data protection laws and regulations.